Human Resources Employment Opportunities

Program Assistant

Apply now Job no: 514696
Position Type: Staff Full Time
Campus: UMass Boston
Department: Institute Community Inclusion
Pay Grade: 28
Date opened: Eastern Daylight Time
Applications close: Eastern Daylight Time

General Summary: 

The Institute for Community Inclusion (ICI) Program Assistant will work closely with all members of the Finance and Administration team to support activities related to personnel and facilities support and fiscal support of federal and state funded grants. The Program Assistant will support staff located at the Boston office as well as staff working as telecommuters. S/he will utilize online project management software and other tools to organize and support project activities.

Examples of Duties: 

  • Assist ICI and SGISD Administration in the planning, development and implementation of all program activities to ensure that program objectives are being met and that the program is in compliance with federal and funding resource rules and regulations. These activities include, but are not limited to:
    • Meet regularly with ICI management staff support immediate needs;
    • provide assistance to both internal and external  customers and receive and direct internal and external phone and e-mail inquiries;
  • Support and organize new employee onboarding activities including monitoring new employee hire epafs, confirming the receipt of offer letters and benefits orientation dates, ordering new employee technology including computers, mobile phones (if applicable), peripherals, and business cards, and distributing new employee welcome packets and onboarding checklists;
  • Provide payroll support by entering hours for hourly employees weekly and creating and processing correction reports for late time submissions or for missed PTO by exception reporting employees for past pay periods;
  • Prepare and process semester contracts for Graduate Research Assistants;
  • Provide facilities support, including placing and monitoring maintenance requests for our space at 150 Mt. Vernon, request security cards and parking stickers as appropriate, train staff on the security system, and prepare space inventory as needed for the Provost’s office;
  • Make approved purchases and manage the expenditure reallocation and reporting of professional credit card, maintaining records of all expenditures and uploading to reporting system monthly;
  • Assist in the preparation and submission of evaluation and fiscal reports to UMass Boston administration, funders, and other relevant parties; assist in the development and maintenance of on-line databases and the ongoing collection of appropriate data; Run reports and conduct database queries to provide requested information; analyze reports and compare data for accuracy; support staff and department heads in tracking and reporting annual data reports;
  • Provide support for staff and faculty events to include meetings, conferences, trainings, and celebrations; attend planning meetings and take minutes for distribution; reserve rooms, order catering and supplies, assist in advertising on social media and through electronic and hard copy formats, prepare programs and follow up with presenters; arrange for photography and assist in preparation and clean up of event spaces after use; provide on site backup for Event Coordinator including receiving and shipping supplies to offsite events;
  • Support requests from staff and faculty, as assigned by supervisor;
  • Perform other duties as assigned. 

Qualifications: 

Bachelor’s Degree and a minimum of one-three years of administrative experience, preferably in an academic or non-profit program, required. An additional 3 years of the above work experience can be substituted for the required Bachelor’s Degree.

• Knowledge of Microsoft Office and other standard administrative software applications, including Adobe Connect and Acrobat Pro; and a willingness to learn other software applications
• Knowledge of standard administrative and operational procedures;
• Familiarity with or willingness to learn project management software and basic web editing;
• Demonstrated ability to work with faculty, staff and administrative offices and to coordinate training and technical assistance activities;
• Ability to maintain accurate records and to prepare summary reports;
• Ability to act with discretion and judgment and maintenance of confidentiality;
• Ability to be flexible and to shift priorities as needed;
• Ability to manage multi-phase projects from inception to completion;
• Ability to manage multiple concurrent priorities;
• Ability to work independently and with minimal on-site supervision
• Ability to enlist cooperation of others as needed;
• Ability to manage precise details from beginning to end;
• Ability to effectively communicate orally as well as through written communications;
• Strong oral and written communication skills;
• Strong interpersonal and organizational skills;
• Strong problem solving skills;
• Strong commitment to customer service.

Application Instructions: 

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date. 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Grade:28

Salary Ranges

This is an exempt union position.

All official salary offers must be approved by Human Resources.

UMass Boston requires all employees to be vaccinated against COVID-19 and to confirm proof of their vaccination status including booster. Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons. Regardless of vaccination status, you must wear a face covering in public indoor spaces on campus.

Applications close: Eastern Daylight Time

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All official salary offers must be approved by Human Resources.

The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other legally protected class. The University of Massachusetts Boston complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment.

UMass Boston normally does not provide H-1B visa sponsorship for non-academic positions.

The University of Massachusetts Boston is committed to providing a safe and secure environment that is supported by qualified employees for all of its students, faculty and staff to carry out the University's teaching, research and public service missions. As a condition of employment, the University will conduct appropriate background check reviews. For more information, please see the University of Massachusetts Boston campus policy and procedures for employee background reviews.

UMass Boston requires all employees to be vaccinated and to confirm proof of their vaccination status. Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons. Regardless of vaccination status, you must wear a face covering in public indoor spaces on campus.

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